Source templates.rjuuc.edu.np
Revise invoice emails are critical communications between businesses and their customers. They serve to inform customers of changes to existing invoices, such as corrections to pricing, the addition of new items, or the removal of existing items. These emails should be clear, concise, and professional to maintain customer satisfaction and ensure timely payment.
The Best Structure for Revised Invoice Emails
Drafting clear and professional revised invoice emails is crucial for maintaining positive business relationships. Follow these tips to craft effective emails:
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Subject Line
* Keep it concise, informative, and professional, such as “[Invoice Number] – Revised Invoice”
Introduction
* Start with a friendly salutation, typically “Dear [Recipient Name],
* Thank the recipient for their previous business.
* Briefly mention the purpose of the email: “Thank you for your previous purchase. I’m writing to send you a revised invoice.”
Reason for Revision
* Clearly explain the reason for the revision. For example:
* “We’ve made adjustments to your order following your request for additional items.”
* “There was a typographical error in the original invoice.”
Table with Invoice Details
* Create a table that includes the following:
* Invoice number
* Invoice date
* Due date
* Summary of changes (if any)
* New total amount due
Instructions for Payment
* Provide clear instructions for payment, including:
* Payment methods accepted
* Payment due date
* Any special payment terms or discounts
Call to Action
* Encourage the recipient to take action, such as reviewing the invoice, making the payment, or contacting you for further questions.
Closing
* Express appreciation for the recipient’s business.
* Offer assistance if needed.
* End with a professional closing, such as “Sincerely,” “Thank you for your patience,” or “We value your continued partnership.”
Sample Revised Invoice Emails
Revised Invoice Due to Error in Calculation
Dear [Recipient Name],
I hope this email finds you well. We are reaching out to inform you of a revised invoice for invoice number [original invoice number]. Upon further review, we discovered an error in our calculations that resulted in an incorrect total amount.
The original invoice amount was [original invoice amount]. The corrected amount is [corrected invoice amount]. We apologize for any inconvenience this error may have caused.
The revised invoice is attached for your reference. Please let us know if you have any questions.
Thank you for your understanding.
Revised Invoice Due to Scope Change
Dear [Recipient Name],
I hope this email finds you well. We are writing to provide you with a revised invoice for invoice number [original invoice number]. As discussed with you on [date], there have been some changes to the scope of our work.
The original invoice included [original scope]. The revised scope now includes [revised scope]. Due to these changes, the total amount of the invoice has been revised to [corrected invoice amount].
We apologize for the inconvenience this change may have caused. We believe that the revised scope will better meet your expectations.
The revised invoice is attached for your review. Please let us know if you have any questions.
Thank you for your continued partnership.
Revised Invoice Due to Payment Dispute
Dear [Recipient Name],
I hope this email finds you well. We are reaching out to you regarding payment dispute for invoice number [invoice number]. We received your email dated [date] in which you expressed concerns with the charges listed on the invoice.
We have reviewed your concerns and apologize for any misunderstanding. We have revised the invoice accordingly. The corrected invoice amount is [corrected invoice amount].
The revised invoice is attached for your reference. Please let us know if you have any further questions.
Thank you for your patience and understanding.
Revised Invoice Due to Tax Exemption
Dear [Recipient Name],
I hope this email finds you well. We are writing to provide you with a revised invoice for invoice number [original invoice number]. We recently received your tax exemption certificate, and have applied the exemption to the invoice.
The original invoice amount was [original invoice amount]. The revised invoice amount, including taxes, is [corrected invoice amount].
We apologize for the inconvenience this may have caused. The revised invoice is attached for your reference. Please let us know if you have any questions.
Thank you for your business.
Revised Invoice Due to Currency Fluctuation
Dear [Recipient Name],
I hope this email finds you well. We are writing to provide you with a revised invoice for invoice number [original invoice number]. Due to recent fluctuations in currency exchange rates, the cost of our services has changed slightly.
The original invoice amount was [original invoice amount] in [original currency]. The revised invoice amount is [corrected invoice amount] in [corrected currency].
We apologize for any inconvenience this may have caused. The revised invoice is attached for your reference. Please let us know if you have any questions.
Thank you for your understanding.
Revised Invoice Due to Additional Services
Dear [Recipient Name],
I hope this email finds you well. We are writing to provide you with a revised invoice for invoice number [original invoice number]. We recently completed the project and have provided additional services to the scope that was covered in the original invoice.
- Additional service 1
- Additional service 2
Due to the additional services, the total amount of the invoice has been revised to [corrected invoice amount].
We apologize for the inconvenience this may have caused. The revised invoice is attached for your reference. Please let us know if you have any questions.
Thank you for your business.
Revised Invoice Due to Customer Request
Dear [Recipient Name],
I hope this email finds you well. We are writing to provide you with a revised invoice for invoice number [original invoice number]. We recently received your request to have the [original invoice detail] modified to [revised invoice detail].
As per your request, we have made the necessary changes to the invoice. The revised invoice amount is [corrected invoice amount].
We apologize for any inconvenience this may have caused. The revised invoice is attached for your reference. Please let us know if you have any questions.
Thank you for your patience and understanding.
How to Revise an Invoice Email
What is the purpose of a revised invoice email?
A revised invoice email is a formal communication from a sender to a recipient that aims to correct an error or make a modification to an originally issued invoice. It serves as an official record of the changes made, ensuring transparency and accuracy in financial transactions. The purpose of a revised invoice email is to provide an updated version of the invoice, incorporating the necessary revisions, for the recipient’s records.
What are the common reasons for issuing a revised invoice email?
There are several reasons why a sender may need to issue a revised invoice email. Some common reasons include:
- To correct an error in the original invoice, such as a mistake in the amount billed, the description of goods or services provided, or the tax calculation.
- To add or remove items from the original invoice.
- To change the payment terms or payment due date.
- To provide additional information or documentation related to the invoice.
What are the key elements of a revised invoice email?
A revised invoice email should include the following essential elements:
- A clear and concise subject line that indicates the purpose of the email, such as "Revised Invoice for Order #12345" or "Invoice Modification for Customer ABC."
- A polite and professional salutation addressing the recipient by name.
- A brief explanation of the reason for the revised invoice, highlighting the specific changes made.
- An attachment of the revised invoice, clearly labeled as "Revised Invoice" or "Updated Invoice."
- A polite request for the recipient to review and acknowledge the revised invoice.
- A closing statement expressing gratitude for the recipient’s attention and cooperation.
Well, that’s about all there is to revising invoices via email. If you’ve made it this far, I want to say thanks for reading! I put a lot of effort into making this post as comprehensive and helpful as possible, so I hope you found it valuable. If you have any other questions, feel free to check out our other articles or come back later for more updates. Thanks again, and see you soon!